How to Schedule Reports?

Watch the Video Tutorial

Before You Start:

• Format & Time Zone: Reports are sent in CSV format according to your account's time zone settings.

• User Permissions: By default, only the account owner has access to schedule reports. However, other users can be granted access using the User & Permission feature.

• Recipients: You can schedule multiple reports simultaneously and auto-deliver them to external email addresses that aren't part of your Yapsody account.

• Management: The "View Scheduled Reports" option allows you to view, edit, and delete your previously scheduled setups at any time.

• Report Scope: The first three reports listed below are Account-Specific (consolidated data across your entire account), while the remaining two are Event-Specific.

Step-by-Step Guide

1) Ticket Count Report (Account-Specific)

This report includes the Event Name, Performance Date and Time, Event Capacity, Tickets Issued, and Gross or Net Revenue metrics.

📊 Revenue Calculation Breakdown:

• Gross Revenue (Selected by default) = Base Price + Surcharges - Discounts (Includes Yapsody Fees and other surcharges).

• Net Revenue = Base Price - Discounts (Excludes surcharges and Yapsody Fees).

Steps to Schedule:

1. Hover your cursor over the Organization Name at the top left and select "Schedule Ticket Count Report" from the drop-down list.

   

2. On the next screen, click "Schedule Report" to open the delivery setup page.

3. Fill out the configuration fields:

   • Name: Enter a custom name. This will serve as your report name and the email subject line.

   • Event: Click the dropdown menu to select a single event or multiple events to combine your data.

   • Frequency: Choose an interval from Daily to Monthly. Select "Does not repeat" if you only want to schedule it once.

   • Timeline: Specify your schedule's precise Start Date & Time as well as the End Date & Time.

   • Recipients: Enter target email addresses. Separate multiple entries using commas or a line break (Enter).

4. Click "Save" to finish. A confirmation banner will appear stating "Report Scheduled successfully." > 💡 Note: If add-ons are linked to the selected events, an Add-on Count Report will automatically be delivered alongside your Ticket Count Report sharing the same sections.

2) Customer List Report (Account-Specific)

This report provides standard customer contact details such as First Name, Last Name, and Email address.

Steps to Schedule:

1. Hover your cursor over the Organization Name at the top left and select "Customer List" from the dropdown menu.

   (Insert: Customer list report.png)

2. Click the "Schedule" button.

   

3. On the configuration page, select your preferred delivery frequency, timeline dates/times, and enter your recipient email addresses (separated by commas or line breaks).

4. Click "Save" to complete the configuration.

3) QuickStats Report (Account-Specific)

Fetched directly from your dashboard's QuickStats view, this report breaks down sales and revenue data generated for Today, Yesterday, and To Date across paid sales, outstanding balances (Pay Later), comps, totals (tickets issued & revenue), and unissued tickets.

Steps to Schedule:

1. Hover your cursor over the Organization Name at the top left and select "Quickstats" from the list.

   

2. Once inside the QuickStats dashboard, click "Schedule."

3. Configure your frequency, dates, times, and recipient list. Click "Save" to finalize.

💡 Note: If add-ons are linked to your events, an Add-on Report will automatically be bundled and delivered alongside the QuickStats Report.

4) Attendee List Report (Event-Specific)

This report tracks event-specific details including attendee transaction numbers, purchased ticket types, and direct contact details.

Steps to Schedule:

1. Select the specific event from your Box Office Calendar and click on "Attendee List."

   

2. Once the report screen opens, click "Schedule."

3. Set your preferred delivery frequency, dates, times, and input your recipient emails (separated by commas or line breaks). Click "Save" to finish.

   

5) Add-On Purchaser Report (Event-Specific)

This report drills down into event-specific Add-on purchases, showing transaction numbers, customized Add-on types, and buyer contact details.

Steps to Schedule:

1. Select the target event from your box office view, hover your cursor over "Add on Action," and click "Add on Purchaser Report."

   

2. Once the page populates, click "Schedule."

3. Input your delivery frequency, calendar dates, times, and recipient email list. Click "Save" to activate the automation.